This Position Is No Longer Available
  1. Overview
  2. Duties
  3. Qualifications & Evaluations
  4. Benefits & Other Info
  5. How to Apply

Job Title:Secretary

Department:Department Of State

Agency:Department of State - Agency Wide

Job Announcement Number:CA-2013-0106

This position is closed and no longer accepting online applications through USAJOBS.

The contents of the announcement can still be viewed.


$56,857.00 to $73,917.00 / Per Year


Wednesday, February 20, 2013 to Tuesday, February 26, 2013




Intermittent work schedule - Temporary Appointment not-to-exceed 1 year




1 vacancy - Washington, DC, USView Map


Limited to ICTAP & CTAP Eligibles

"You are encouraged to read the entire announcement before you submit your application package. Your application may not get full consideration if you do not follow the instructions as outlined."

"More than one selection may be made from this announcement if additional identical vacancies in the same title, series, grade and unit occur."


The men and women of the US Department of State with their skills, character and commitment to public service, are the backbone of America's diplomacy. Civil Service employees support the foreign policy mission from offices in Washington, DC and worldwide.

Join us in helping to shape a freer, more secure and prosperous world as we formulate, represent and implement US foreign policy. Choose from hundreds of career possibilities - there's something for everyone!

The position is located in the Bureau of Consular Affairs, Office of the Executive Director (CA/EX). This is a Temporary/Intermittent (WAE) position. The incumbent of this position serves as a Secretary (Senior Office Manager) for the Assistant Secretary of State for Consular Affairs. The incumbent performs a variety of office management tasks. These provide a wide range of administrative support and direction to the Assistant Secretary and to other front office management staff. This position is normally filled by a Foreign Service OME -- FP-04. The incumbent of this position fills in when the position is vacant.


  • U.S. Citizenship is required.
  • Must be able to maintain a high-risk public trust clearance.
  • One year probationary period, unless excepted by regulation.
  • Incumbent will be subject to random drug testing.
  • Relocation expenses will not be paid
  • Must be able to type 40 words per minute.


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Prepares written materials and enhances their content using typefaces, appropriate tables from databases/spreadsheets, or graphics suitable for the audience.  Develops appropriate presentation materials if/when required.  Edits and proofreads documents for accuracy, formatting, clearances, style and compliance with regulations and style handbooks.  Sorts, safeguards, prioritizes incoming mail traffic, alerts responsible parties to priority action items.  Maintains Assistant Secretary's schedule and coordinates social events.  Schedules and prioritizes appointments and meetings.  Compiles related materials for meetings.  Responsible for coordinating arrangements for meetings and conferences, serves as project coordinator for special functions. 


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Applicants must have one (1) year of specialized experience equivalent to the GS-09 grade level in the Federal service. Specialized experience is experience that has equipped the applicant with the particular knowledge, skills, and abilities to perform the duties of the position and is typically in or related to the work of this position. Qualifying specialized experience must demonstrate the following:


- Knowledge of administrative concepts and practices sufficient to allow incumbent to recognize and recommend changes in administrative policies and to devise and implement office practices and procedures that affect subordinate organizations.


- Knowledge of the Department of State's mission, and the mission of the Bureau of Consular Affairs. Has a substantive knowledge of all programs, and principal staff as well as administrative and clerical functions.


- Skill in managing the day-to-day office procedures. The ability to ensure all aspects of the operation of the office of the Assistant Secretary of State's office are appropriately performed with continuity and efficiency.


- Knowledge of duties, priorities, commitments and policies of the Assistant Secretary of State in order to perform non-routine assignments and fulfill social obligations.


-Knowledge of Foreign Service protocol regulations and intergovernmental relationships.


- Knowledge of grammar, spelling, punctuation, and format and appropriate correspondence procedures.


- Skill in advising secretaries and/or Office Management Specialists concerning correspondence, administrative and protocol procedures.


- Must be qualified in office automation programs. Position requires a qualified typist.



Your application will be evaluated on the quality and extent of your education (if applicable), experience, and training that is relevant to the duties of this position.  If you are found minimally qualified for the job, your application package will be further evaluated to determine your possession of the critical knowledge, skills, abilities and other characteristics of this announcement.  Your responses to the job specific self-assessment questionnaire will be validated against your resume to determine if you meet the qualification requirements for this position.  Your resume must provide enough detail to fully support your answers to the questionnaire.  Applicants found to be among the top candidates will be referred to the hiring manager for further consideration and possible interview.  

If, after reviewing your resume and self-assessment questionnaire responses and a determination is made that you have inflated your qualifications and experience, a score will manually be determined that reflects your documented experience.  This may result in a lowered score, which may also eliminate you from consideration for this position.

Your qualifications will be evaluated on the following knowledge, skills, abilities (KSAs) and other characteristics and must be supported by information in your resume:

Qualified candidates are assigned a score between 70 and 100.  ICTAP/CTAP candidates must be rated well-qualified for the position.  To be considered well-qualified, applicants must earn a score of 85 (when applicants are rated in a range of 70 to 100) in accordance with the specific rating and ranking process developed for this position.

Your resume serves as the basis for qualification determinations and in order to fully evaluate your application it must contain the information outlined in the Applying for a Federal Job pamphlet (OF-510) Your resume must highlight your most relevant and significant work experience and education (if applicable) as it relates to this job opportunity.  You may receive credit for unpaid or volunteer experience on the same basis as paid experience, provided it is directly related to this job.  To receive proper credit, you resume must include: (1) knowledge of the subject matter and technical skills pertinent to the position; (2) examples of the specific duties performed that fully detail the level and complexity of the work for each job listed; (3) actual time spent in such activities (percentage of time worked in each position); (4) beginning and ending dates of employment (dates must be listed with both month and year for qualifying purposes); (5) frequency worked (i.e., daily, monthly, etc.); (6) number of hours worked; and (7) names and phone numbers of your current and/or previous supervisor(s).  This information must be clearly identified in your resume.  For tips on writing your resume, please visit

Applicants must meet all the qualification requirements and submit any supporting documentation by the closing date of this announcement.
To preview questions please click here.


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The Department of State offers a comprehensive benefits package that includes, in part, paid vacation, sick leave, holidays, life insurance, health benefits, and participation in the Federal Employees Retirement System. In addition to these benefits, we also offer the Student Loan Repayment Program, Child Care Centers, Child Care Subsidy, Flexible work schedule, Transit Subsidy Program. For additional information on Federal benefits click here.


SOCIAL SECURITY NUMBER - Your Social Security Number is requested under the authority of Executive Order 9397 to uniquely identify your records from those of other applicants who may have the same name.  As allowed by law or Presidential directive, your Social Security Number is used to seek information about you from employers, schools, banks, and others who may know you.  Failure to provide your Social Security Number on your application materials will result in your application not being processed.

REASONABLE ACCOMMODATION - This agency provides reasonable accommodations to applicants with disabilities.  If you need a reasonable accommodation for any part of the application and hiring process, please notify the Office of Employee Relations, Disability/Reasonable Accommodations Division, at (202) 261-8180.  The decision on granting reasonable accommodation will be on a case-by-case basis.

EQUAL EMPLOYMENT OPPORTUNITY: The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.


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Please carefully read all the instructions before you begin the application process.

To apply for this job opportunity, you must submit a resume and an on-line application through the Office of Personnel Management's (OPM) application system, USAJOBS.  This information will be transferred to the Department of State's Gateway to State Automated Application System.

You have until 11:59 p.m. Eastern Time (ET) on the closing date of this announcement to complete the following four-step application process:

STEP 1: Select the "Apply On-line" button and follow the instructions to register or sign into USAJOBS.

STEP 2: Submit a detailed resume or any other written format you choose documenting your job-related qualifications, experience, and education (if applicable).  Cover letter is optional.  If you submit a cover letter, you must also submit a resume.  Please see the "How You Will Be Evaluated" section for specific information that should be outlined in your resume.

STEP 3: Answer the job-specific self-assessment questions on-line through the Gateway to State automated application system.  These questions will be used to evaluate your qualifications and experience for this job opportunity.  

STEP 4: Submit all required documentation, applicable to you, listed in the Required Documents section of this job opportunity to the Department's automated application system "Gateway to State" prior to the closing date of this announcement.  For instructions on how to view the status of your supporting documentation, please click here.

Technical assistance with your on-line application can be obtained by contacting the Help Desk at OR by calling (866) 656-6830 or (703) 269-4944 between the hours of 7:00 a.m. and 7:00 p.m. ET


NOTE:  If applying online poses an extreme hardship, you may request alternate application procedures to submit your application package by fax.  Contact the Human Resources office listed on the announcement between the business hours of 8:15 a.m. and 5:00 p.m. ET, at least two working days prior to the closing date of this announcement.  The application package for alternate application procedures must be submitted and received in the Human Resources office no later than 11:59 p.m. ET on the closing date of this announcement.

NOTE:  Paper applications and information sent by mail WILL NOT BE ACCEPTED.


All required documents listed below must be submitted to our automated system "Gateway to State" by 11:59 p.m. Eastern Time on the closing date of this announcement. See Step 3 under "How to Apply."

1. Resume - your resume must contain information sufficient to make a valid determination that you fully meet the basic/specialized experience requirements as stated in this vacancy announcement and OPM qualification standards for each grade level(s) for which you are applying.  Insufficient information will result in an ineligible rating.  Your resume must contain the information outlined in the Applying for a Federal Job pamphlet (OF-510) and highlight your most relevant and significant work experience and education as it relates to this job opportunity to include the starting and ending dates (month/year) when this experience and education (if applicable) was obtained.  For tips on writing your resume, please visit

2. Online job specific self-assessment questionnaire through the Department's automated system "Gateway to State".

3. Transcripts - if you are qualifying based on education OR if there are mandatory education requirements listed under the Qualifications and Evaluations section, you MUST submit a copy of your college transcript with your application. If selected, an official college transcript will be required to verify education prior to employment.  

4. Performance Appraisal:  You must submit a copy of your most recent completed annual performance appraisal, which must be at least fully successful or equivalent, dated within the last year and includes the final rating.  If a performance appraisal does not exist, or you have not received a performance appraisal within the last year, or the performance evaluation is over 12 months old, incomplete or unavailable, a form DS-1812 (Applicant Appraisal) or equivalent form from another agency signed by the current supervisor is acceptable. Mid-year progress reviews will not be accepted.

5. If you are qualifying based on other criteria listed under the Qualification Section of this announcement, you MUST submit the required supporting documentation (certificates, certifications, panel recommendations, etc.) with your application by the closing date of this announcement.

6. CTAP/ICTAP eligibles must submit a copy of the appropriate documentation, such as a RIF separation notice, certificate of expected separation, Standard Form 50 Notification of Personnel Action stating you were separated by RIF, OR a letter from your agency documenting your priority consideration status, with your application package. (See links below.)

ICTAP Considerations
CTAP Considerations

SUBMIT ONLY the requested/required documents that are applicable to you.  Failure to submit any of the required documents or the information you submit is insufficient to verify your eligibility, will disqualify you from being considered for this position.  The documents must be submitted by the closing date of this announcement.


Kristin Stuhltrager
Phone: 202-663-1106
Fax: 000-000-0000
Agency Information:
U.S. Department of State
2401 E Street, NW
SA-1 rm, H1010
Washington, DC
Fax: 000-000-0000


After all application packages have been received, we will review your resume to ensure you meet the basic qualification requirements.  After we review and evaluate all applications, the most highly qualified candidates will be referred to the hiring manager for further consideration and possible interviews.  After a tentative job offer, we will conduct a suitability and or security background investigation.
You will be notified up to four times during the hiring process:

1. Upon receipt of your application.
2. Upon minimum qualification determinations.
3. After the certificate is issued.
4. After final selection is made.

For instructions on how to view the status of your application, please click here.

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